05 - Payment Management

Created by Connect Getaccountify, Modified on Wed, 6 Aug, 2025 at 12:25 PM by Connect Getaccountify

The Payments module lets you view all the payments that you have made to your vendors.

Create a New Payment

To record payment for a vendor:

Go to Payment tab.
Click New button in the top right corner of the page.
Fill in details in the New Payments page.

Fields	Description
Entity	Select the Entity against which you want to record this payment.
Check No	The default transaction series will be used. Choose a different one, if needed.
Date	Enter the payment date
Payment Account	The Payment Account is where the money flows out – It is the GL account used when making payments. Usually a cash or bank accounts go here.
Amount	Enter the total payment paid to the vendor.
Payee	Select the payee (Vendor) to whom you are making the payment.
Debit Ledger	Think of the Debit Ledger as the flip side of the Payment Account — it’s the GL account that gets debited when money goes out. Typically, Asset GL accounts like 'Advance To Vendors' or ‘Prepaid Expenses’ go here.
Memo	Add notes

Click Save at the bottom of the page.

Match Bill
Go to Payments, select a payment, click Match, enter or confirm the amount, and click Save.

Record and Split Payments

The payments you record for your vendors can be applied to their outstanding bills. The total paid amount can be split among a vendor’s outstanding bills either in full or in part.

Excess Payments Made

The total amount that you enter in any payment made can be applied across the different outstanding bills of the vendor. If there is any balance amount left after you’ve applied this amount, then you can save it as an excess payment.

View Payments
You can view any recorded vendor payment by going to the Payments tab and selecting the desired payment.

Pay Now
To initiate a vendor payment, open the payment record from the Payments tab and click Pay Now.

Fetch Status
To check the latest payment status, open the payment and click Fetch Status on the top right.

Print Check
You can print a payment check by opening the payment and clicking Print Check to download or print it.

View Matched Transaction
To see which bill a payment is matched with, open the payment and click Matched Transaction.

You can also perform the following actions on recorded payments

Edit Payment
To update a payment, go to the Payments tab, select the payment, click Edit, make changes, and save.

Delete Payment
To remove a payment, open it from the Payments tab, click Delete, and confirm.

Void Payment
To cancel a recorded payment without deleting it, open the payment and click the Void button at the top.

Attach Files to Payments
You can upload files to a payment under ‘Notes & Attachments’ using Upload or Drag and Drop.

View Journal
Click View Journal on a payment to see the corresponding journal entry created.

Send Email of Payment
Click Send Email on the payment page to share the payment details via email.

Download Payment PDF or Print
Click PDF on the payment page to download or print the payment receipt.